Administration and Management

Records relating to hospital operations, policies and procedures, minutes of meetings and communications to stakeholders.

Business Office

Records relating to financial management functions, including accounting transactions, accounts payable, accounts receivable, direct payments and bank transfers.

Capital Projects

Records relating to the planning, construction and commissioning of new facilities and equipment.

Clinical Programs

Records relating to clinical performance and activities, including financial, quality, safety, and accessibility of patient services.

Corporate Communications

Records related to the hospital’s communications services, including public/media relations, publications, and presentations.

Finance

Records relating to the financial management of the hospital.

Governance

Records relating to the Board and its committees, minutes, policies, by-laws, and corporate members list.

Information and Privacy

Records related to the hospital’s compliance with obligations and processes set out in PHIPA and FIPPA.

Information Systems

Records related to the maintenance, development, and management of the hospital’s information holdings.

Infection Prevention and Control

Records relating to the operations of the hospital’s Infection Prevention and Control department.

Legal Affairs

Records relating to legal matters in which the hospital has an interest.

Materials Management

Records relating to materials management, including purchase orders, requisitions, receipts.

Nutrition Services Records

Records relating to the operations of the hospital’s Nutrition Services department.

Occupational Health & Safety

Records relating to occupational health & safety. General records may include statistical data and policies & procedures.

People Supports and Organizational Health

Records relating to employment contracts, collective agreements, and employee expenses.

Pharmacy

Records relating to the operations of the hospital’s Pharmacy department.

Procurement

Records relating to the procurement process, awards, and contracts.

Professional Practice

Records relating to corporate professional practice policies, processes, and standards of practice.

Security

Security reports and records relating to security incidents, emergency procedures and disaster planning.

Volunteer Services

Records relating to the Volunteer Services department.

 Name:

 Board Membership

Location:

Executive Office

Legal Authority:

Corporations Act (Ontario) s. 300

Information maintained:

Direct Personal Information

Some or all of name, email, assistant’s name, assistant’s telephone, assistant’s email, home address, home telephone

Uses:

To document the membership of the hospital’s governing bodies and to produce mailing labels

Users:

Corporate Assistants

Individuals in Bank:

Directors, comprised of staff and members of the public

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Patient Ledger Card

Location:

Business Office

Legal Authority:

Income Tax Act s. 230 (1)

Information maintained:

Direct Personal Information

Some or all of name, date of birth, gender, marital/family status, address, telephone number, OHIP number, medical information

Uses:

For Administrative purposes; maintenance of files

Users:

Business Office Staff

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Customer and Billing Invoices

Location:

Business Office

Legal Authority:

Income Tax Act s. 230 (1)

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, record of payment (may include debit, bank, credit card, cheque, or other payment type information), services received, vehicle information, related correspondence.

Uses:

To administer monies receivable or received by the hospital from individuals

Users:

Business Office Staff

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Images

Location:

Communications Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Patient form: Consent for Media Interview/Audio/Visual Recording

Information maintained:

Photographic images of people and events at or associated with the hospital, personal stories, facts

Uses:

Used to promote the Hospital in internal and external publications

Users:

Corporate Communications Staff

Individuals in Bank:

Staff, physicians, volunteers, patients, members of the public

Retention and Disposal:

Indefinite

Name: 

Freedom of Information Requests

Location:

Freedom of Information Office

Legal Authority:

Freedom of Information and Personal Privacy Act (FIPPA)

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, record of payment, subject of request, personal information related to nature of request

Uses:

Processing of access requests and corrections to personal information requests, or investigations of privacy complaints under FIPPA

Users:

Freedom of Information Coordinator, Privacy Officer

Individuals in Bank:

Individuals making requests

Retention and Disposal:

As required under FIPPA legislation

Name:

 Attendance and Scheduling

Location:

Payroll & CSSO (Central Staffing)

Legal Authority:

Employment Standards Act

Information maintained:

Direct Personal Information

Some or all of name, home contact information, employee number, leaves of absence, hours of work, overtime, statutory holidays, sick time taken, vacation days, attendance, shift schedules

Uses:

Documentation of attendance, recording and management of sick time, processing payroll, creating statistical reports

Users:

Human Resources, Department Managers, unit clerks, Scheduling Office, Payroll

Individuals in Bank:

Staff

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Health Records under the Personal Health Information Protection Act (PHIPA)

Location:

Health Records Office/Health Information Services

Legal Authority:

Personal Health Information Protection Act (PHIPA)

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, date of birth, gender

Direct Personal Health Information

Some or all of name, address, telephone number, email address, date of birth, OHIP number, gender, health insurance information, health history, health measurements and examination results, health conditions, assessment results and diagnoses, immunization records, treatment history, correspondence related to the individual, evaluations, or opinions about the individual

Uses:

Information is used to maintain records of patients treated at the hospital

Users:

Health Records department/Health Information Services

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Requests for PHI files

Location:

Health Records Office/Health Information Services

Legal Authority:

Personal Health Information Protection Act (PHIPA)

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, date of birth, gender

Direct Personal Health Information

Some or all of name, address, telephone number, email address, date of birth, OHIP number, gender, health insurance information, health history, health measurements and examination results, health conditions, assessment results and diagnoses, immunization records, treatment history, correspondence related to the individual, evaluations, or opinions about the individual

Uses:

To process requests for Personal Health Information

Users:

Health Records department/Health Information Services

Individuals in Bank:

Patients, physicians, lawyers, and others authorized to request PHI of another individual

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Master Patient Index

Location:

Health Records Office/Health Information Services

Legal Authority:

Public Hospitals Act, R.S.O. 1990; Personal Health Information Protection Act (PHIPA), S.O. 2004

Information maintained:

Personal Health Information

Some or all of name, date of birth, gender, marital/family status, address, telephone number, OHIP number, medical information

Uses:

Information is used to facilitate health care, maintain patient records and for contact/reporting purposes

Users:

Authorized individuals

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Patient Chart – Health Record

Location:

Health Records Office/Health Information Services

Legal Authority:

Public Hospitals Act, R.S.O. 1990; Personal Health Information Protection Act (PHIPA), S.O. 2004

Information maintained:

Direct Personal Information

Name, address, telephone number, physician personal information

Personal Health Information

Some or all of name, date of birth, gender, marital/family status, address, telephone number, OHIP number, medical information

Uses:

Administrative purposes; maintenance of files

Users:

Staff, physicians

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Patient Diagnostic Images

Location:

Diagnostic Imaging Department

Legal Authority:

Public Hospitals Act, R.S.O. 1990; Personal Health Information Protection Act (PHIPA), S.O. 2004

Information maintained:

Personal Health Information

Some or all of name, Diagnostic Imaging records

Uses:

Diagnosis, care, and treatment of patient

Users:

Diagnostic Imaging staff, care providers

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Patient Registration

Location:

Emergency, inpatient, operating room, outpatient

Legal Authority:

Public Hospitals Act, R.S.O. 1990; Personal Health Information Protection Act (PHIPA), S.O. 2004

Information maintained:

Personal Health Information

Some or all of name, date of birth, gender, marital/family status, address, telephone number, OHIP number, medical information

Uses:

Information is used to make recommendations regarding medical care

Users:

Authorized staff

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Personnel Records

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O. 1990

Information maintained:

Direct Personal Information

Some or all of name, date of birth, home/emergency contact information, next-of-kin, beneficiary information, SIN, employee number, education information, research information, employment information, performance evaluations, discipline information, grievance information, criminal record check, attendance, financial information, disability information, photographs, reference letters, comments, and opinions.

Uses:

Information is used to administer the employment relationship from the point of hiring to termination in accordance with established policies, collective agreements, and legislative requirements and for contact/reporting purposes.

Users:

Authorized Human Resources staff

Individuals in Bank:

Former and current employees; emergency contacts, beneficiaries

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Employee Competition & Recruitment

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O. 1990

Information maintained:

Direct Personal Information

Some or all of name, home contact information, gender, marital/family status, employee number, education information, employment information, offers of employment, contract status, union affiliation, reference letters, comments, and opinions.

Uses:

Administration of the hiring process; maintenance of files

Users:

Authorized Human Resources staff

Individuals in Bank:

Prospective employees and employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Grievances and Arbitration

Location:

Human Resources

Legal Authority:

Labour Relations Act, 1995, c. 1, s. 48

Information maintained:

Direct Personal Information

Some or all of name, home contact information, gender, employee number, education information, employment information, union affiliation, comments, and opinions

Uses:

Information used to respond to employee grievances

Users:

Human Resources staff

Individuals in Bank:

Employees with grievances

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Human Rights Complaints and Investigations

Location:

Human Resources

Legal Authority:

Human Rights Code, R.S.O. 1990, c. H. 19, s. 5, 6, 23

Information maintained:

Direct Personal Information

Some or all of name, home contact information, gender, marital/family status, employee number, employment information, offers of employment, designated group status, contract status, union affiliation, comments, and opinions

Uses:

Information used to respond to employee grievances

Users:

Human Resources and Labour Relations staff

Individuals in Bank:

Individuals involved in a complaint regarding discrimination or

harassment as a complainant, respondent, witness, or responsible manager.

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Learning Plans

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number, educational history, employment history

Uses:

Administration; maintenance of files

Users:

Human Resources, authorized Managers

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Leave Management

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number

Uses:

Administration; maintenance of files

Users:

Human Resources, authorized Managers

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Police Reference Check Program

Location:

Human Resources

Legal Authority:

Developmental Services Act – R.R.O. 1990, Reg. 272, 13(1) K, Report No. 8 of the Economic Development Committee (Clause 6)

{Police Reference Checks and the Hiring Process}

Information maintained:

Direct Personal Information

Some or all of name, date of birth, gender, address, telephone number, email address

Uses:

Determining suitability of successful candidates for positions with the hospital

Users:

Human Resources

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Investigation and Complaint Record

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O., 1990; Labour Relations Act, 1995

Information maintained:

Direct Personal Information

Some or all of name, date of birth, gender, employee/student number, employment information, details of issue and related documents

Uses:

Investigation and resolution of employee complaints, employee misconduct; management of labour relations and administration of the grievance and arbitration process

Users:

Human Resources

Individuals in Bank:

Individuals involved in investigations/complaints

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Record of Training

Location:

Human Resources

Legal Authority:

Occupational Health and Safety Act, R.S.O. 1990, c. 0.1, s 25

Information maintained:

Direct Personal Information

Some or all of name, training history including certificates, test and result information, employee sign-off sheet

Uses:

Administration, maintenance of employee training records and information

Users:

Human Resources

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Workplace Compensation and Disability Management

Location:

Human Resources

Legal Authority:

Public Hospitals Act, R.S.O., 1990; Labour Relations Act, 1995

Information maintained:

Direct Personal Information

Some or all of name, date of birth, home contact information, SIN, employee number, employment information, long-term disability claim information, Workplace Safety and Insurance Board claim information, financial information

Uses:

Administration of claims and benefits, monitoring accommodation and return-to-work planning

Users:

Human Resources

Individuals in Bank:

Employees, dependents, and beneficiaries

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Parking

Location:

Human Resources, Parking Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990; Freedom of Information and Protection of Privacy Act

Information maintained:

Direct Personal Information

Some or all of name, home contact information, employee number, vehicle information

Uses:

Administration of parking services

Users:

Human Resources, authorized Parking staff

Individuals in Bank:

Employees, physicians, students

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Infection Prevention & Control Records

Location:

Infection Prevention & Control Department

Legal Authority:

Health Protection and Promotion Act, R.S.O. 1990, c. H.7, s. 5, 25

Information maintained:

Personal Health Information

Some or all of name, hospital number, medical information (including lab results

Uses:

Reporting, diagnosis, treatment, isolation status, follow-up, and referral for each patient

Users:

Infection Prevention & Control staff and physicians

Individuals in Bank:

Individuals who have a positive lab result for microorganisms

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 System and Accounts Administration Records

Location:

Information Systems

Legal Authority:

Public Hospitals Act, R.S.O. 1990

Information maintained:

Direct Personal Information

Some or all of name, username, password, home contact information, employee number

Uses:

Creation of telephone, Internet and email accounts for staff members and physicians; administration of access permissions, responding to user inquiries, investigation of incidents, production of reports and contact purposes.

Users:

Information Systems staff

Individuals in Bank:

Current and former staff, students, volunteers, and physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Library Requests

Location:

Library Services

Legal Authority:

Public Hospitals Act, R.S.O., 1990; Freedom of Information and Protection of Privacy Act

Information maintained:

Direct personal information

Some or all of name and personal/home contact information

Uses:

Documentation of information requests to and responses from hospital library

Users:

Authorized staff members

Individuals in Bank:

Employees, physicians, students

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Credentialing Records

Location:

Medical Affairs

Legal Authority:

Public Hospitals Act, R.S.O. 1990

Information maintained:

Direct Personal Information

Some or all of name, home & business contact information, date & place of birth, education & training information, experience in practice information, present & previous hospital appointment information, research information, governing body license number & certificate of professional conduct, professional liability member number & certificate, OHIP billing number, reference names & contact information, legal/disciplinary information, criminal record check/vulnerable sector check, professional college memberships/certification certificates, reference letters, comments and opinions.

Uses:

Information is used to administer medical staff privileges from the point of initial appointment to resignation/termination in accordance with established policies, by-laws, and legislative requirements and for contact/reporting purposes.

Users:

Authorized Medical Affairs staff

Individuals in Bank:

Former and current medical staff, references

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Medical Benefit Records

Location:

Medical Affairs

Legal Authority:

Public Hospitals Act, R.S.O. 1990

Information maintained:

Direct Personal Information

Some or all of name, home contact information, date of birth, gender, marital/family status, plan certificate number, spousal and dependent information, comments, and opinions.

Uses:

Administration of the medical benefit program.

Users:

Authorized Medical Affairs staff

Individuals in Bank:

Former and current medical staff, spouse, dependents

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Occupational Health and Safety Records

Location:

Occupational Health and Safety Department

Legal Authority:

Occupational Health and Safety Act; Workplace Safety and Insurance Act

Information maintained:

Direct Personal Information

Some or all of name, date of birth, home contact information, marital/family status and information, employee number, employment information, medical information

Other Information

Correspondence

Uses:

Upholding the Hospital’s responsibility to provide a safe and healthy workplace, and to respond to occupational health and safety issues

Users:

Occupational Health & Safety staff, authorized Physicians and Nurse Practitioners

Individuals in Bank:

Employees, students, volunteers, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Patient Relations Files

Location:

Patient Relations Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990; Excellent Care for All Act (Bill 128)

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, opinions

Other information

Correspondence and other supporting documentation

Uses:

Investigation and resolution of complaints

Users:

Patient Relations Officer and Directors or Managers involved in the investigation

Individuals in Bank:

Patients or other complainant(s), staff, students, volunteers, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Employee Payroll Files

Location:

Finance Office

Legal Authority:

Employment Standards Act, 2000, c. 41, s. 15; Insurance Act, R.S.O. 1990, c. I.8, s. 300; Canada Pension Plan, R.S., 1985, c. C-8, s.

Information maintained:

Records related to individual employees’ pay history profiles. Includes information on rates of pay, hours of work, reported absences, garnishments, pay rate changes, elective and mandatory payroll deductions for each employee

Direct Personal Information

Some or all of name, address, gender, social insurance number, date of birth, telephone number, email address, employee number, employment history, tax exemptions, bank account number

Other Information

Correspondence

Uses:

Calculation and administration of payroll services

Users:

Payroll staff, Human Resources staff

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Benefits Records

Location:

Finance Office

Legal Authority:

Employment Standards Act, 2000, c. 41, s. 15; Insurance Act, R.S.O. 1990, c. I.8, s. 300; Canada Pension Plan, R.S., 1985, c. C-8, s.

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number, employment history

Other Information

Correspondence, record of payment

Uses:

Administration, maintenance of files

Users:

Payroll office, Human Resources

Individuals in Bank:

Employees, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Pension Records

Location:

Finance Office

Legal Authority:

Employment Insurance Act, 1996

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number, SIN, benefit information, financial history, employment history, tax information

Uses:

Administration of pension entitlements and financial planning

Users:

Payroll office, Human Resources

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy 

Name:

 Payroll Register/Pay Period Processing

Location:

Finance Office

Legal Authority:

Employer Health Tax Act, R.S.O. 1990, c. E. 11, s. 12; Canada Pension Plan, R.S., 1985, c. C-8, s. 24; Employment Insurance Act, 1996, c. 23, s. 87; Income Tax Act, S.C. 1970-71-72, c. 63, s. 230

Information maintained:

Records relating to the administration and processing of employee salary and expense payments during regularly scheduled pay periods

Direct Personal Information

Some or all of name, address, gender, gross pay, net pay, deductions, details of hours worked, and hours paid, social insurance number, date of birth, telephone number, email address, employee number, employment history, tax exemptions, bank account number

Uses:

Administration; provision of payroll information for Canada Customs and Revenue Agency and Audit requirements.

Users:

Payroll office, Human Resources

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 Pay Deduction Authorizations

Location:

Finance Office

Legal Authority:

Corporations Act (Ontario), s. 300; Employment Standards Act, 2000

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number, employment history, deduction history

Uses:

Administration; maintenance of files

Users:

Payroll office, Human Resources

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

T4/T4A Reports & Canada Pension Plan Contributions

Location:

Finance Office

Legal Authority:

Income Tax Act s. 230(1), Income Tax Act Regulations s. 5800

Information maintained:

Direct Personal Information

Name, address, telephone number, email address, employee number, financial history, employment history, pay & deduction history

Uses:

Administration; maintenance of files

Users:

Payroll office

Individuals in Bank:

Employees

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Pharmacy Dispensing Records

Location:

Pharmacy Department

Legal Authority:

Public Hospitals Act, R.S.O. 1990; Personal Health Information Protection Act, S.O. 2004; Pharmacies Regulation Act

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, date of birth, gender, drug prescribed

Direct Personal Health Information

Some or all of OHIP number, health insurance information, health history, health measurements and examination results, health conditions, assessment results and diagnoses, immunization records, treatment history, correspondence related to the individual, evaluations, or opinions about the individual

Uses:

Administration; maintenance of files

Users:

Pharmacy staff, physicians

Individuals in Bank:

Patients

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Incident Reports

Location:

Quality and Risk Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, employee number, nature of conflict, witness statements, interview notes, meeting notes, supporting documents, opinions

Other Information

Correspondence

Uses:

Responding to incidents; administration and maintenance of files

Users:

Quality and Risk office, Security staff and management

Individuals in Bank:

Public, patients, staff, volunteers, students, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Security Reports

Location:

Security Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, date of birth, gender, employee number, known aliases, driver’s licence number, financial information, health information, employment history, legal information, criminal history, nature of incident/complaint, incident summary, dispatch number, incident number, case number, police case number, images, audio recordings, name of officer, witness statements, case notes

Uses:

Investigation of security incidents; maintenance of a safe environment

Users:

Security staff, coordinators and managers, authorized individuals involved in investigations

Individuals in Bank:

Public, patients, staff, volunteers, students, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Video Surveillance Records

Location:

Security Office

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Video images of people on hospital property/facilities

Uses:

Investigation of incidents relating to safety or security

Users:

Security staff, authorized individuals involved in investigations

Individuals in Bank:

Public, patients, staff, volunteers, students, physicians

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

 I.D. Card and Key Card Access Records

Location:

Security Office and Human Resources

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Some or all of name, home contact information, employee number and photographs

Uses:

Administration and maintenance of hospital facility access control

Users:

Security staff, Human Resources

Individuals in Bank:

Staff, volunteers, students, physicians, consultants/contractors

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Volunteer Records

Location:

Volunteer Services

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, gender, age, employment history, languages spoken, references/reference letters, education history, criminal reference checks, training, awards, emergency contact information, shifts, positions held, performance notes, interview notes, TB tests

Uses:

Administration and maintenance of files

Users:

Volunteer Services Manager, coordinators, administrative assistants

Individuals in Bank:

Volunteers

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy

Name:

Volunteer Applications

Location:

Volunteer Services

Legal Authority:

Public Hospitals Act, R.S.O., 1990

Information maintained:

Direct Personal Information

Some or all of name, address, telephone number, email address, gender, age, employment history, languages spoken, references

Uses:

Administration and maintenance of files

Users:

Volunteer Services Manager, coordinators, administrative assistants

Individuals in Bank:

Volunteers

Retention and Disposal:

See Mackenzie Health Hospital Records Maintenance and Disposal Policy